Cloud ERP by Business Layers

Inventory Transactions Log Guide

Site admin guide: how to see what changed in inventory, when, by how much, and where to — for all items or a single item.

What the Transactions Log Does

The inventory transactions log displays every change made on the inventory screen: quantity updates, updates across multiple locations, and transfers between locations. Each transaction shows the date and time, item, source and destination, quantity, and note.

By default, the last month is displayed. You can change the date range and filter by a single item. The top of the screen shows the number of transactions and total incoming and outgoing quantities for the selected range.

What You Get in the Inventory Transactions Log

  • All inventory transactions in one place, newest to oldest.
  • Filter by date range and item.
  • Summary: number of transactions, total incoming and outgoing quantities.
  • Transfers show the source and destination locations.
  • Color-coded quantities: green for additions, red for reductions.
  • The note written during the transfer appears next to the transaction.

Inventory Transaction Types

qty updateQuantity UpdateChanging the quantity directly in the inventory table. The quantity in the log is the difference: positive or negative.
bulk updateMulti-Location UpdateChanging quantities in the multiple locations window. A transaction is recorded for each location whose quantity changed.
location transferTransferMoving a quantity from one location to another. Displays "From → To" and the note written during the transfer.

For transfers, the quantity in the log is the amount transferred, counted in the "Total In" summary. A quantity update that reduces inventory is counted in "Total Out".

How to Check Inventory Transactions, Step by Step

  1. Open the Log

    On the inventory screen, click "transactions" in an item row to open the log filtered to that item. You can also open it directly for all items.

  2. Select a Date Range

    Select dates in the From and To fields and click "Apply". The default is the last month.

  3. Filter by Item

    Click an SKU in the table to display only its transactions. Click the × on the filter tag to clear it.

  4. Read the Summary

    Transactions — number of transactions. Total In — total additions. Total Out — total removals.

  5. Reading a transaction

    Date and time, item SKU and name, from and to, quantity by color, and a note.

  6. Starting over

    "Clear" removes all filters. "Inventory" returns to the inventory screen.

Inventory transaction log columns

Date
Transaction date and time.
Item Code / Item Name
Item SKU and name. Clicking the SKU filters by it.
From → To
For transfers — the source and destination locations. For updates — the location updated.
Qty
Quantity: green for additions, red for removals, gray for zero.
Comment
Transaction type or note entered during the transfer.

Programs related to the transaction log

inventory.php

Inventory screen — every change is recorded in the log.

inventory_count.php

Inventory count.

item-det-step1.php

Item card.

Tips for tracking inventory transactions

  • Add a note to every transfer on the inventory screen — it will explain the transaction a month from now.
  • To check one item, open the log from its row on the inventory screen — it will already be filtered.
  • If you don't see a transaction, check the date range — the default is only the last month.
  • Inventory count update (Apply to Inventory) is not recorded in this log.

Frequently asked questions about inventory transactions

How do I see all changes for a specific item?

Click "transactions" in the item's row on the inventory screen, or click its SKU in the log.

Why can't I see an old transaction?

By default, only the last month is shown. Change the dates in From and To and click "Apply".

What is the difference between Total In and Total Out?

Total In is the total positive quantities — additions and transfers. Total Out is the total removals.

How do I see where inventory was transferred?

The From → To column shows the source and destination locations.

Why doesn't an inventory count update appear?

Update made via "Apply to Inventory" on the inventory count screen is not recorded in the movement log.

How do I clear the filter?

Click "Clear", or the × on the item's filter tag.

Take me to the movement log.